Executive Assistant to the Dean

Duties & Responsibilities

At VCU, we provide UNcommon learning, research, creativity, service and discovery — the hallmarks of the VCU experience. A premier, urban, public research university nationally recognized as one of the best employers. VCU is a great place to work. It is a place of opportunity, where your success is supported and your career can thrive. VCU offers employees a generous leave package, career paths for advancement, competitive pay, and an opportunity to do mission-driven work.

Department: Dean's Suite

At VCU, we provide UNcommon learning, research, creativity, service and discovery — the hallmarks of the VCU experience. A premier, urban, public research university nationally recognized as one of the best employers. VCU is a great place to work. It is a place of opportunity, where your success is supported and your career can thrive. VCU offers employees a generous leave package, career paths for advancement, competitive pay, and an opportunity to do mission-driven work.

• Provide primary administrative support to the Dean.
• Manage the Dean's calendar, scheduling meetings while balancing strategic priorities, travel, focused work time, and university commitments.
• Coordinate travel authorizations, reimbursements, purchasing requests, and other administrative functions.
• Draft, edit, proofread, and coordinate correspondence, reports, presentations, and other executive communications.
• Maintain confidential records and information while exercising discretion and sound judgment.
• Serve as liaison between the Dean and internal and external constituents.

• Coordinate special projects, strategic initiatives, and action items assigned by the Dean.
• Maintain systems that organize priorities, deadlines, meeting outcomes, and follow-up activities.
• Monitor progress on assigned initiatives and assist with coordinating communications among stakeholders.
• Assist in maintaining annual planning calendars, recurring deadlines, and leadership priorities.
• Recommend improvements to administrative workflows and organizational processes that improve efficiency within the Dean's Office.
• Assist with coordinating activities that involve multiple administrative units or departments.

• Coordinate logistics for leadership meetings, advisory boards, committees, donor meetings, and other executive meetings.
• Prepare agendas, meeting packets, executive briefing materials, and presentation slides.
• Record meeting notes and coordinate follow-up on decisions and action items as requested.
• Assist in preparing reports, presentations, speeches, newsletters, and other communications.
• Organize and maintain electronic files, presentations, reports, and executive reference materials.

• Coordinate Dean's Office events including graduation ceremonies, receptions, convocations, faculty recognition events, and donor activities.
• Manage School Google Groups, Events Calendar, parking QR passes, and related administrative systems.
• Prepares promotion and tenure packets for delivery to the Office of the Provost.
• Collaborate closely with other Dean's Office staff to ensure efficient daily operations of the Dean's Office.
• Perform other duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Minimum three years demonstrated experience providing administrative support to executive or senior-level leaders in a complex organization.
• Excellent organizational, interpersonal, written, and verbal communication skills.
• Demonstrated ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Demonstrated ability to anticipate executive needs, and use sound judgment to proactively resolve issues, maintain confidentiality, and work independently.
• Demonstrated experience coordinating meetings, events, projects, or executive activities involving multiple stakeholders.
• Strong proficiency with Microsoft Office Suite, Google Workspace (Drive, Calendar, Docs, Sheets, Slides, and Forms), presentation software, and calendar management tools.
• Demonstrated ability to…